Annual reviews. Discovery calls. Quarterly check-ins. Financial advisors manage their relationships in Redtail. The reminders, confirmations, and rescheduling? That's been on you.

Not anymore. Apptoto now integrates directly with Redtail CRM. Your Redtail calendar and contacts sync into Apptoto automatically, and any new bookings or status changes sync right back. Your team keeps working in Redtail exactly like they always have, while Apptoto runs quietly in the background, handling the client communication that keeps meetings on track and calendars full.

Financial advisors, RIAs, and advisory firms that run their practices on Redtail CRM and want to automate reminders, scheduling, campaigns, and follow-ups without changing how their teams work. If you're not on Redtail, no action needed. Carry on.

That's it. Every appointment on your synced Redtail calendars will start getting the right reminders, confirmations, and follow-ups going forward.

Want the full setup walkthrough? Check out our Redtail CRM knowledge base article. Curious how advisory firms are using the integration to reduce no-shows and re-engage overdue clients? Read our newest blog.

Still need help? Contact our support team to set up your Redtail integration today.

The email message editor just got a Markdown makeover. Compose beautiful, on-brand emails faster, with a friendly toolbar, live preview, and themes that look great everywhere your message lands.

Custom HTML emails can look beautiful in Gmail but break in Outlook (or vice versa). Every email client honors different tags and styles. Markdown emails render consistently across Gmail, Outlook, Apple Mail, mobile apps, and the rest. Pair Markdown with a Theme and you get the polish of a designed email without any of the cross-client headaches.

Markdown is now the you create. Your existing messages will continue using their current HTML or plain text format, and you can switch any of them to Markdown at any time from the new dropdown.

Create a new email auto message to see the Markdown editor in action, or open an existing one and switch the to when you’re ready. Pick a , then use view to preview as you type.

Nothing derails a virtual appointment off track faster than the dreaded: “Where’s the link?”

That's why we’ve added another virtual meeting provider to your toolkit. Now, in addition to Zoom and Teams, Apptoto can auto-generate Google Meet links every time a client books with you and automatically include them everywhere that matters: the calendar invite, confirmation messages, reminders, and appointment pages.

Clients join with one click. You stop digging through your inbox. No more frantic “Where do I click?” moments. Just smooth, on-time virtual meetings.

✅ Clients get one-click meeting access from any device

✅ Meet links automatically appear in calendar events and are easily added to reminders

✅ No manual link creation, copying, or pasting

✅ Fewer missed meetings thanks to clear, consistent join access

✅ Streamlined setup for Google Workspace users

✅ Works seamlessly alongside Zoom and Teams

That is it. Every appointment booked through that page gets its own Google Meet link going forward.

By default, Apptoto will include the Google Meet invite information in the appointment created on your client’s calendar once they click "Add to Calendar." If you want to add Google Meet details to your auto messages and appointment pages, you can add the following fields:

To learn more about adding meeting links to auto messages and managing your integration, check out our Google Meet knowledge base article. Plus, find more use cases and best practices in our newest blog.

Still need help? Contact our support team to get your Google Meet integration set up today.

We’ve expanded the Apptoto API to give you more flexibility when working with your Booking Pages. These endpoints allow you to search availability, create bookings, and manage appointments programmatically — perfect for developers and teams that want to integrate Apptoto appointment scheduling into their own apps, workflows, or client-facing portals.

Fetch open appointment time slots from your Apptoto Booking Pages.

Book an appointment using one of your Apptoto Booking Pages using the API.

Retrieve appointment data for one or multiple bookings.

These endpoints open up programmatic access to Apptoto’s booking engine. Whether you want to embed Apptoto into a custom scheduling experience, integrate it with internal tools, or sync appointment data with other systems, you now have more API-level control.

We’ve rolled out two feature improvements designed to make your booking and messaging experience more reliable and customizable:

Want your online booking pages to match your brand or provide more context to clients? Now you can.

We've added a WYSIWYG option to give you greater customization over your booking pages (similar to our email editor).

The WYSIWYG editor is only available on our newer layouts (All-in-One, Weekly, or Monthly layouts). It is not available for the older four "legacy" layouts.

📖 Learn how to use the WYSIWYG editor here: Availability Pages.

Stay on top of client communication with new failure alerts in your Email Notifications. Get alerted by email immediately if a text or email message fails to send so that you can take action!

To enable this feature, navigate to > > Then make sure is checked.

*Important: Again, enabling this will alert you if . You will be notified via email from Apptoto.

We've also added new notifications to alert you when appointments have been created, removed, or when the appointment time changes on your calendar. You can also be alerted shortly before an appointment occurs. This gives you greater flexibility in controlling who in your company receives notifications about changes to appointments before the event starts.

You can enable these notifications to be delivered by email (under the Email Notifications > Appointment section) or via text (under the Text Notifications > Appointment section).

Finally, there are five new notification options you can enable to be alerted when you collect a partial or complete payment, issue a refund, or collect your client's credit card details. Similar to the other new notifications, you can enable these notifications to be delivered to a specific email address and select if you want to be alerted when a:

The new payment notifications can also be found under the Settings > Notifications page near the bottom of the screen in the new "Payments" section.

📖 Learn more here about all the notification changes: Notifications for Appointment Responses & Changes.

Together, these updates help you present a more polished booking experience while also ensuring no client message slips through the cracks.

Need more flexibility when giving team members access to Apptoto? Now you’ve got it.

We’ve expanded user permission options to include “Custom” roles, letting you grant each team member access to only the calendars, tabs, and tools they need—nothing more, nothing less.

✅ Share access without oversharing sensitive data

✅ Restrict access to specific tools to prevent accidental changes or misuse

✅ Maintain tighter control over messaging, campaigns, and settings

✅ Create purpose-built logins for different roles on your team (receptionist, admin, assistant, etc.)

✅ Reduce risk while keeping your workflow collaborative

With "Custom" roles, you decide who sees what, down to the sub-tab.

💡 : If a "Custom" user doesn’t have access to the Messaging → Appointment Auto Messages tab, the Auto Messages toggle at the top of the portal will be hidden for them automatically. This helps avoid confusion, prevents them from enabling/disabling auto messages, and keeps their view clean.

The new user will receive instructions and can log in right away.

You can update their role to "Custom" anytime by clicking the button next to their email on the Settings > Users screen.

Check out our knowledge base article on "Additional User Logins" to get started. Still need help setting this up? Contact our team at support@apptoto.com, and we’ll walk you through it.

Greater control. Cleaner access. Smarter teams.

You don’t have to be “always on” to look like you are.

With Apptoto’s new "Outside Office Hours Auto Responder," you can automatically reply to incoming texts and emails from clients outside of your business hours (without lifting a finger).

No more late-night texts sitting unanswered. No more feeling like you're leaving your clients hanging.

Now, when someone contacts you after hours, they’ll get a timely, courteous reply letting them know you’ve received their message and will follow up during your regular business hours.

What This Means for You

✅ Stay responsive, even when you’re not available

✅ Protect your personal time without dropping the ball

✅ Reinforce your professionalism and communication standards

From now on, Apptoto will handle those off-hours messages like a pro.

Check out our "Outside Office Hours Auto Responder" for more details on how to set this up, or combine this with your Incoming Message Handling Rules for even more advanced workflows.

Need help getting set up? Contact our team. We’re happy to walk you through it.

Let your system work for you, especially when you’re off the clock.

We’re introducing a new setting in Apptoto that allows you to change how automated messages are delivered to clients based on your Message Schedule.

, when auto messages are sent , Apptoto will check if the Xth day before the appointment on your Messaging Schedule. If that day isn’t enabled, Apptoto will roll back to the nearest enabled day and send the message.

For example, let’s say your business is open Monday through Friday and your Message Schedule is set to send client messages on the same days. Apptoto sends a client a reminder two days before their upcoming appointment with you next Tuesday. Apptoto sees that Monday is enabled on your message schedule, but Saturday and Sunday are not, so it sends the reminder on Friday (4 full days before the appointment).

Now if you want Apptoto to , you can enable this new setting.

Let’s say instead that your business is open Monday through Friday, but your message schedule is set to send Sunday through Thursday. These are the “enabled” messaging days on your Message Schedule. Apptoto sends a client a reminder two days before your client’s upcoming appointment with you on Tuesday. Apptoto sees that Sunday and Monday are enabled on your message schedule, so it sends the message on Sunday (two days before).

When you set up automated messages, you decide how many days (or hours) in advance booking confirmations and appointment reminders should be sent, or how long after an appointment follow-ups should be delivered.

Messages are delivered according to your “Message Schedule,” which controls the days and hours Apptoto can deliver automated messages to your clients. By default, this is set from 12 PM to 8 PM every day of the week, but can be adjusted to your preferences.

Your Message Schedule can (and should be) different from your business operating hours to ensure your call, text, and email messages are delivered when clients are most likely to see, remember, and act on them.]

This change lets you choose the option that best aligns with your scheduling preferences—whether you want messages to be sent or .

✅ : Ensure your reminder messages align with your cancellation policy timeframe. For example, if you require someone to cancel the Friday before a Monday appointment, but they don’t get a reminder until Saturday, your client won’t be able to take action in time.

✅ : Ensure client messages are spaced out as intended.

✅ Apply this setting across all messages or adjust them individually for specific appointment types.

All messages will default to the account-wide settings. However, you can adjust each individually if you want messages to have unique settings.

Whether you use the account-level or message-level settings, Apptoto will now send messages according to your company’s “enabled messaging days” set on your Message Schedule.

For more information and guidance into getting started with this new setting, contact our expert support team at support@apptoto.com.

This feature is called “” because Apptoto follows your , not standard business days. Your schedule might not match traditional business hours (Mon–Fri, 9 AM–5 PM) or your actual business operating hours.

For example, a law firm may operate Monday through Friday but want messages sent Sunday through Thursday so reminders go out exactly one “enabled messaging day” before an appointment.

A Monday court hearing reminder would be sent on Sunday (the closest “enabled” date on the message schedule), not Friday (the closest “standard” business day). This allows the reminder to be received as close to the appointment as possible.

Great! Follow the account-level instructions above to set up your “Default Schedule.”

Next, update your auto messages:

No—holidays and booking page availability do not impact when messages are sent.

For example, let’s say your business is closed on Memorial Day (Monday, May 26), but you have an appointment on Wednesday and a reminder set to go out two “enabled days” before. Your reminder will still be sent on Monday as long as Monday is enabled on your normal Message Schedule.

Managing appointments isn’t just about helping your client find the perfect time—it’s about ensuring you have the right people, rooms, and equipment you need to serve your client best. We’re excited to introduce , a powerful new feature in Apptoto that helps eliminate resource scheduling conflicts and ensures every appointment has what it needs.

are any assets you need to run an appointment successfully (above and beyond your time). Most commonly, resources are rooms/locations, equipment, or ancillary staff members, but with Apptoto, you can create whatever resources you see fit.

For example, if a patient schedules an appointment with their doctor, they'll also need an exam room and a nurse. When an account executive meets with a prospective client to finalize a sales agreement, they book one conference room. In these examples, the exam room, the nurse, and the conference room are all "Resources."

Let's say you create a "Conference Room" resource like the example above. Your building has five conference rooms, each with its own calendar. You sync all five calendars with your "Conference Room" resource. For someone to book a meeting with you on your booking page, at least one conference room must be available.

✅ Ensure all required resources are available before an appointment can be booked.

✅ No more manual coordination—Apptoto assigns resources automatically.

✅ Reduce reschedules and last-minute adjustments due to resource limitations.

Check out our help articles and latest blog post:

Simplify your scheduling process and eliminate resource conflicts. Get started with Resources today!

We’re excited to introduce the Tool, which helps ensure your booking page reflects the most accurate, up-to-date appointment availability.

The tool helps you identify why certain appointment slots may not appear on your booking page. Whether it’s conflicting calendar settings, availability overrides, or holiday conflicts, this tool provides real-time insights to resolve issues quickly.

The tool displays the number of available appointments for each time slot on your booking page. Hovering over an appointment time will display information regarding its availability and what factors affect whether it is bookable.

Enable the tool in two ways:

Once enabled, hover over any time slot to view detailed availability information. The box that appears will give you more information about why certain appointments are available (or not) and the synced calendars.

Find a comprehensive list of the settings that most commonly create availability conflicts and learn how to fix these issues in our Common Appointment Availability Issues help article.

Likewise, check out the "Troubleshoot Availability Issues" help article for a more robust guide on getting started using the tool.

Contact our support team for further assistance support@apptoto.com.